You’ve Converted Your Paper Documents to Digital. What Should You Do with the Originals?

One of the biggest benefits of converting paper documents to digital files is the possibility of increasing the available storage in your office. Without countless files of paper documents, your office can be more organized, less cramped, and more eco-conscious. Of course, when things are digitized, you must determine what to do with the original documents. Can you really simply put them all in the recycling bin? Here is what you need to know about dealing with paper documents that have been digitized.

Consider Legal Requirements

In some cases, there are legal requirements to keep hard copies of certain documents. For example, you may be required to keep financial records for a certain period of time, or you may be legally required to have paper copies of your incorporation documents. Even if there are not specific legal requirements, consider the industry standards in your field.

Shred Anything You’re Discarding

Tossing any business documents without shredding them can be a risky practice. Even seemingly innocuous documents may contain sensitive information that could be compromised if documents aren’t shredded. There are third party companies that specialize in secure document destruction, so utilize these services to ensure that your information is not leaked.

Know Which Files to Keep for Life

Some files should be kept forever, even if they are digitized. Your hard copy will serve as a backup in case something goes wrong with the digital copy, and the hard copy may be required for business purposes in the future. These documents include your articles of incorporation, business licenses, stocks and bonds records, and legal agreements.

Reproductions, Inc. makes it easy to reap the rewards of digitized files, with our paper digitization services. Find out more about having your paper files digitized in Tucson by calling (520) 622-7747.

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